Children's Single Point of Access Administration Assistant

Provide comprehensive administrative support to clinical teams, ensuring accurate and timely recording of activity

Act as a first point of contact for service users, carers and professionals, handling calls and enquiries sensitively and confidentially

Manage and prioritise incoming communications (phone, email and post), responding appropriately and escalating where required

Organise and maintain appointments, diaries, meetings and clinic schedules, including managing short-notice changes

Support the smooth running of clinics, often working independently to coordinate administrative processes

Maintain accurate patient records using Trust systems, ensuring high standards of data quality and confidentiality

Communicate appointment details, changes and cancellations clearly to service users and stakeholders

Use initiative to prioritise workload, meet deadlines and manage competing demands

Undertake general administrative tasks including data entry, minute taking and audit support

Supervise and support junior or temporary staff and assist with training as required

Monitor stock levels, report equipment issues and follow Trust procedures and policies

Work independently with minimal supervision, managing interruptions, emotional demands and sensitive situations professionally

You will be required to handle incoming and outgoing telephone calls to service users, consultants, doctors, and clinical staff in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers. Maintain strict confidentiality at all times.

Record accurate messages and follow them up appropriately in accordance with the Services guidelines.

To deal face-to-face with clients seeking further help/information and to be aware of the needs of the service users and to deal in an appropriate manner with people who can be hostile, abusive or aggressive.

To exchange confidential, sensitive information with staff, service users, and carers in person or on the telephone. The unpredictability of clients means that persuasive, reassuring, empathic, skills are required at all times.

Deal with queries raised by service users, families/carers, GPs or other healthcare professionals both internally and externally to the Trust. These are often of a non-routine nature and involving complex issues such as medication and other clinical treatments where there are barriers to understanding due to the nature of the client group.

Valuing you. Recognising your dedication. At EPUT, we look after you.

Work that wraps around your needs

M365 and Typing

Essential: - Good IT skills, i.e. Microsoft Office including Word, Excel and PowerPoint; - Written communication and Spelling

Desirable: - SystmOne

Typing and Spelling test

Essential: - RSA Stage 1 or 2 Typing

Desirable: - Microsoft Office

Knowledge and Experience

Essential: - Verbal communication; - Team working; - Accuracy and attention to detail; - Organisation and prioritisation

Desirable: - Initiative; - Administration experience